learning Objectives



2

Data Design Concepts

3

Data Design Concepts




Efficient data retrieval (good response time)
Access to the information users need
4

Data Design Concepts

Data Structures


A framework for organizing and storing data
Data Structures consist of files or tables that are linked in various ways




A file or table contains data about people, places or events or any important data that the business must kept information about
Depending on how the system’s file and tables are organized and linked, an (IS) is called either
File-oriented system : also called a file processing system, stores and manages data in one or more separate files.
Database system : consists of linked data files, also called tables, that form an overall data structure. Compared to file processing, a database environment offers greater flexibility and efficiency.
5


Data Design Concepts



Companies mainly use file processing to handle large volumes of structured data on a regular basis
File processing design approach was well suited to mainframe hardware and batch input
File processing design is less common today, file processing can be more efficient and cost less than a DBMS in certain situations
6

Data Design Concepts

Overview of File Processing

File Processing Advantages



Simplicity : the design of file processing is more simple than designing Database
Efficiency : file processing cost less and can be more speed than Database
Customization : you can customize file processing more easily and efficiently than Database because files are related with the application and it have all the data needed for that application
7


Data Design Concepts
Overview of File Processing

Potential problems



Data redundancy : occurs when data common to two or more information systems is stored in several places. Data redundancy requires more storage space, and maintaining and updating data in several locations is expensive.
Data integrity : Refers to the validity of data. Data integrity can be compromised in a number of ways: human errors when data is entered, errors that occur when data is transmitted from one computer to another, software bugs or viruses, hardware malfunctions, such as disk crashes and natural disasters, such as fires and floods.
Rigid data structure : A data structure that is hard to work with and inflexible. File-processing is rigid when compared to a typical database management system.
8


Data Design Concepts
Overview of File Processing

Uses various types of files



Master file : In a typical file processing environment, a master file stores relatively permanent data about an entity. For example, a PRODUCT master file might contain one logical record for each product a company sells.
Table file : contains reference data used by the (IS). As with master files, table files are relatively static and are not updated by the (IS). Examples include tax tables and postage rate tables
Transaction file : In a typical file processing environment, a transaction file stores records that contain day-to-day business and operational data. A transaction file is an input file that updates a master file; after the update is completed, the transaction file has served its purpose.
9


Data Design Concepts
Overview of File Processing

Uses various types of files



Work file – scratch file : In a typical file processing environment, a work file is a temporary file created by an information system for a single task. Most often a work file is created by one process in the information system and used by another process within the same system. Work files also are called scratch files.
Security file : Sequence codes are numbers or letters assigned in a specific order. Sequence codes contain no additional information other than an indication of order of entry into a system.
History file : In a typical file processing environment, a history file is a file copy created and saved for historical or archiving purposes. New history files, unlike new security files, do not replace the old files.
10


Data Design Concepts
Example of File Processing of an auto repair shop
Example of an auto repair shop that uses two separate file-oriented systems: a Job Records System (with a JOB data file) and an Employee
Records System (with a MECHANIC data file). Notice that three items of information must be duplicated in both data files.
11

Data Design Concepts

Overview of Database Systems


Database: a collection of groupings of information that relate to each other in some way.
A properly design database system offers a solution to the problems of file processing


Provides an overall framework that avoids data redundancy and supports a real-time, dynamic environment
In a Database environment several systems can be built and share a single database
12

Data Design Concepts

Overview of Database Systems
A typical database environment might consist of a database serving five separate business systems.
13

Data Design Concepts
Example of a database design for the auto repair shop that links two data tables and avoids duplication. Notice that the Mechanic No field provides a link between the two tables, and information can be accessed from either table.
14


Data Design Concepts


A database management system (DBMS) is a collection of tools, features, and interfaces that enables users to add, update, manage, access, and analyze the contents of a database
The main advantage of a DBMS is that it offers timely, interactive, and flexible data access
15


Data Design Concepts
Overview of Database Systems

Advantages



Scalability : Scalability means that a system can be expanded, modified, or downsized easily to meet the rapidly changing needs of a business enterprise. Also known as extensibility.
Better support for client/server systems : In a client/server system, processing is distributed throughout an organization.
Client/server systems require the power and flexibility of database design.
Economy of scale : The inherent efficiency of high-volume processing on larger computers. Database design allows better utilization of hardware. If a company maintains an enterprise-wide database, processing is less expensive using a powerful mainframe server instead of using several smaller computers.
16

Data Design Concepts

Overview of Database Systems

Advantages



Flexible data sharing : Data can be shared across the enterprise, allowing more users to view the same information in different ways
Enterprise-wide application – database administrator (DBA) :
(DBA) typically manages a database management system
(DBMS). The DBA assesses overall requirements and maintains the database for the benefit of the entire organization rather than a single department or user.
Stronger standards : effective database administration helps ensure that standards for data names, formats, and documentation are followed uniformly throughout the organization
17


Data Design Concepts
Overview of Database Systems

Advantages




Controlled redundancy : because the data is stored in a set of related tables, data items do not need to be duplicated in multiple locations
Better security : the DBA defines authorization procedures to ensure that only legitimate users can access the database and can allow different users to have different levels of access
Increased programmer productivity : programmers do not have to create the underlining file structure for the database, so they can concentrate on logical design
Data independence : systems that interact with a DBMS are relatively independent of how the physical data is maintained
18

Data Design Concepts




Because DBMSs are powerful, they require more expensive hardware, software, and data networks capable of supporting a multi-user environment
More complex than a file processing system
Procedures for security, backup, and recovery are more complicated and critical
19

Sequence Summary






Files and tables contain data about people, places, things, or events that affect the information system
File processing systems, also called file-oriented systems, manage data stored in separate files, including master files, table files, transaction files, work files, security files, and history files
A database consists of linked tables that form an overall data structure
A database management system (DBMS) is a collection of tools, features, and interfaces that enable users to add, update, manage, access, and analyze data in a database
DBMS designs are more powerful and flexible than traditional file-oriented systems
A database environment offers scalability, support for organization-wide access, economy of scale, data sharing among user groups, balancing of conflicting user requirements, enforcement of standards, controlled redundancy, effective security, flexibility, and data independence
20

Sequence Summary


file processing system and database system





Explained the advantages and disadvantages of file processing system
Described the various types of files in the file processing system
Defined the term data base management system (DBMS)
Explained the advantages of database system
Described the database tradeoffs
21

22